A complaint letter is a written message about a problem with a product, service, or issue. It asks for help or a solution. People or companies can write complaint letters to talk about problems like bad service or poor-quality products.
In this guide, we will show you how to write a complaint letter. We’ll include the format, helpful tips, and examples to make it easy for you to understand.
What is a Complaint Letter?
A complaint letter is a formal letter that you write when you are unhappy with a product or service. You send this letter to the company or person responsible for the problem. In the letter, you explain what went wrong and ask for a solution, like a refund or a fix. Complaint letters follow a specific format to make sure your message is clear. This format includes your address, the date, the recipient’s address, a subject line, the body where you explain the issue, and a polite closing. Writing a complaint letter helps you get your issue solved.
Complaint Letter Format
The complaint letter format is straightforward and follows the standard structure of a formal letter. Below is the breakdown of each part:
-Sender’s Address: Your address should be at the top left, followed by the date.
-Date: The date when the letter is being written.
-Recipient’s Address: Write the recipient’s name, title (if any), and address.
-Salutation: Use “Dear Sir” or “Dear Madam” as appropriate.
-Subject Line: Briefly state the purpose of the letter. For example, “Complaint regarding a defective product.”
-Body of the Letter:
- Introduction: State the problem and provide details about the product or service in question.
- Details of the Complaint: Explain when and how the issue occurred.
- Action Requested: State what resolution you are seeking, such as a refund or replacement.
- Conclusion: I politely request a prompt response. Please provide your contact details.
-Closing: End with a formal closing such as “Yours sincerely” or “Yours faithfully.”
-Signature: Your signature, followed by your full name and phone number.
Here’s an example of a formal complaint letter format:
Sender’s Address
[Your Address]
Date: [Date]
Recipient’s Address
[Company Name]
[Address]
Subject: Complaint regarding defective product
Dear Sir/Madam,
I am writing to file a complaint regarding a (product or service) I purchased from your company on [date]. Unfortunately, the has not met my expectations due to [specific issue]. I have attached the receipt for your reference.
Please resolve the problem by offering a replacement or a full refund. I expect a prompt response to address this matter.
Thank you for your attention. Please contact me at [phone number] or reply to this letter to discuss further.
Yours sincerely,
[Your Name]
[Your Phone Number]
Types of Complaint Letters
There are several types of complaint letters, including:
- Personal Complaint Letter: Sent by individuals to address personal grievances.
- Professional Complaint Letter: Sent to a company or service provider to address issues related to business transactions.
- Consumer Complaint Letter: Aimed at raising issues under consumer protection laws when a product or service fails to meet expectations.
- Official Complaint Letter: Used in professional or academic settings, often regarding rules or policies.
Complaint Letter Class 10
Every Class 10 student must learn how to write a complaint letter. Some students may find it hard to describe a problem or feel they lack the confidence to do so. However, learning this skill is important for exams and can improve their grades. A good complaint letter has three key parts: the correct format, a clear description of the issue, and a polite request for a solution.
Students also need to know how to write formal letters in real life. This skill will help them solve problems with products or services. Writing complaint letters prepares students for more serious situations in the future.
The marking scheme typically allocates points for:
- Correct format and salutation
- Clear explanation of the issue
- Proper use of formal language
- Conclusion with an appropriate action request
Complaint Letter Topics
In Class 10 students, appropriate topics for complaint letter writing are important. These topics provide an avenue for learners to apply real-life situations they are likely to encounter in the future. For instance, a defective product or faulty electrical appliance could be an issue they find themselves facing at home. Low-quality service in a restaurant or unreasonable prices are typical problems that teach students how to file a complaint.
More topics like delayed delivery, rude staff behaviour, or broken warranties help students learn how to handle common customer service problems. Practicing these topics improves their writing skills and prepares them to deal with similar issues in real life.
Here are ten common topics for complaint letters:
- Defective product received
- Poor service at a restaurant
- Delay in delivery of goods
- Misbehavior by staff
- Wrong billing on an invoice
- Overcharging by service providers
- Late installation of services
- Broken promises of warranties
- Poor after-sales support
- Faulty electrical appliances
Complaint Letter Samples
Here are a few sample complaint letters to help you understand the format and structure of a complaint letter. These examples will guide you in writing your own complaint letter by providing clear templates based on different situations.
Complaint Letter Sample 1 – Poor Maintenance of Public Park
45 B, Park View Street
New Town Colony
Mumbai – 400056
15th June, 2023
The Manager
Municipal Corporation
Mumbai – 400056
Subject: Complaint about poor maintenance of the public park
Dear Sir,
I am writing to bring to your attention the poor condition of the public park in our area. For the past two months, the park has not been maintained properly. The grass is overgrown, and the benches are broken. The garbage bins are overflowing, and no one has come to clean the park.
This has caused inconvenience for the children and elderly people who regularly visit the park. I kindly request that you resolve the problem by arranging regular cleaning and maintenance.
Thank you for addressing this matter. Please contact me at [phone number] if you need further information.
Yours sincerely,
[Signature]
Ravi Sharma
Complaint Letter Sample 2 – Damaged Product Received
45/12, Lotus Apartments
RK Nagar
Hyderabad – 500025
20th May, 2023
The Manager
Customer Support
ElectroMart
New Delhi – 110023
Subject: Complaint about the damaged product received
Dear Madam,
I am writing to inform you that the mobile phone I ordered from your store (Order No. 56782) arrived with a cracked screen. I received the delivery on 18th May, and upon opening the package, I found the damage. I tried filing a return request, but the system showed an error.
Kindly help me return the product and issue a replacement. I have attached photos of the damaged phone for your reference.
Please contact me at [phone number] or reply to this email to resolve the issue.
Yours sincerely,
[Signature]
Sunita Verma
Complaint Letter Sample 3 – Delay in Internet Service Installation
16 A, Green Meadows
Kolkata – 700014
10th January, 2023
The Manager
Customer Service Department
FastNet Services
Kolkata – 700025
Subject: Complaint about delay in internet installation
Dear Sir,
I am writing to complain about the delay in installing my internet service. I requested the service on 1st January 2023 and was assured that installation would be completed within three days. However, no technician has visited my home, and I have not received any updates.
Please resolve the problem as soon as possible and confirm the installation date. This delay is affecting my work.
Thank you for your prompt attention. Please contact me at [phone number] for further discussion.
Yours sincerely,
[Signature]
Arjun Patel
How to Write a Complaint Letter
Writing a complaint letter is easy if you follow these steps:
- It is simple to write a complaint letter if the following steps are observed:
- Always commence with a respectful salutation: “Dear Sir’ or ‘Dear Madam’ will suffice.
- Indicate the main problem: point out the product or service. Describe very convincingly what the problem is.
- Give specific information: This might include the order number, date of purchase, and documents that are related to the order, such as a receipt.
- Tell them how you want them to act: Specify what you require; you could state that you would want your money back or a repair.
- See to it that the last paragraph is courteous: Request for their quick action. State your contact details, especially your telephone number or email address.
You must remember when writing a complaint letter to maintain a polite tone. It enhances the possibility of the solution being provided in the quickest time possible without offending anyone. By doing it this way, your letter will be ordered directly and professionally.
Common Mistakes to Avoid while Writing a Complaint Letter
When crafting a complaint letter, it is necessary to avoid a list of common blunders that reduce the chances of getting quick feedback. Of those, here are the five most common mistakes made by people:
- Not being specific: Clarify the complaint. Provide dates, product names, service types, etc. Such bland cliches leave the reader wondering what your beef is all about.
- Being too relaxed: Maintain an appropriate level of formality. Do not use slang or any other casual language. More likely, any given formal letter will be given the weight that the receiving party actually deserves.
- Sending an email without sending all contact information: Gaps should not be left by sending only the reason why you believe the company needs your help, i.e., your number only. They need more than that in order to get in touch so that they can help you.
- Letting emotions overpower one’s judgment or being disrespectful to the other party: Remain composed and polite. Also, do not voice angry sentiments. Otherwise, such words will work against you instead of helping you.
Don’t insult the other party or say their actions are unfair. Be clear about what you want the company to do—refund, replace, or repair. Make sure your request is easy to understand so the company can see the value in fixing the issue.
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Conclusion
A complaint letter works well if it’s written clearly. It’s important to stay professional and include all the details. Using the right format is key, whether you’re writing for yourself or a Class 10 assignment. Always be polite, direct, and clear about your complaint.
FAQs
Q1. What is the structure of a complaint letter?
Ans – A complaint letter includes the sender’s address, the recipient’s address, the date, a subject line, the body of the letter, and a formal closing.
Q2. How do I start a complaint letter?
Ans – Start with “Dear Sir” or “Dear Madam.” Then briefly explain your issue in a few sentences.
Q3. What is a council complaint letter?
Ans – This type of letter is used to report issues to a council. Include key facts like the date and details of the problem. Also, suggest a solution.
Q4. Why is writing a complaint letter important?
Ans – It helps you formally raise concerns and request help in a clear and professional way.
Q5. What should I do if the problem isn’t solved?
Ans – Follow up by calling or emailing. If necessary, reach out to a consumer protection service for more help.
